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!!!US W2 ANNUAL AND QUARTERLY PROCESSING - NEW HAMPSHIRE
WHAT’S NEW FOR TAX YEAR 2011
There are no noted file format changes in wage reporting for tax year 2011.
The state of New Hampshire has no state income tax.
SET UP
- This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
IDGV - State Registration
- IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: New Hampshire
- IDGV Variables Tab must be set up for ‘State Registration’ for State/Province: New Hampshire
‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate NH State magnetic media file for NH State only
State Quarterly UI Wage Reporting – EFW2 file format
- The user must run RPYEU and select the following to generate the Quarterly UI Wage Reporting file for state ofNew Hampshire.
Media Format: - State SUI File Format
Select State: - New Hamphire, USA
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be left blank in order to produce UI wage file in EFW2format
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Media File Type: State SUI File Format.
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
STATE UI Wage MAGNETIC MEDIA REPORTING – EFW2 File Format
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns with NH indicates it is a New Hampshire specific requirement which is not the standard record format
Record name: Code RA - Transmitter Record (same as Federal code RA)
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’
12-28 - Personal Identification Number (PIN) and Software Vendor Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’
501-512 - Blanks
Record name: Code RE - Employer Record (same as Federal code RE)
Column Description
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’
174-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’
217-218 - Employer Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’
222-512 - Blanks.
Record name: Code RS - State Record
Column Description
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- New Hampshire numeric code is "33"
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’
Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.
195-196 - Optional code
- State Specific Data. If not used, enter blanks.
197-202 - Reporting Period MMCCYY
- From user specified Period End Date converted to MMCCYY for the quarter
- e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213 - State Quarterly Unemployment Insurance Total Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 - State Quarterly Unemployment Insurance Taxable Wages
- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
- please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting
225-226 - Number of Weeks Worked
- From system derived number of Weeks Worked for the Reporting State
- the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date
- if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234 - Date First Employed MMDDCCYY
- From system derived latest Employment Hired Date
235-242 - Date of Separation MMDDCCYY
- From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273 - Blanks
Location 274 to 337 apply to INCOME TAX REPORTING (not applicable for New Hampshire reporting).
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297 - State Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-308 - Not Required
309-319 - Local Taxable Wages
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330 - Local Income Tax Withheld
- if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’
- if County Tax is reported, this field is derived from Identifier
‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’
- if City Tax is reported, this field is derived from :
‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-487 NH - Not Required
488-512 - blank
Multiple Code RS records:
Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
Record name: Code RF - Final Record
Column Description
1-2 - Record Identifier
- Constant "RF"
3-7 - blank
8-16 NH - Number of RS Records
- Total number of code "RS" records on file
17-512 - blank